Executive Assistant📣 Job Ad

Join Our Team!
We are seeking a dedicated and experienced Executive Assistant to support the Managing Director at Hapag-Lloyd AG in Jiddah, Makkah, Saudi Arabia. This role is critical to enhancing the effectiveness and efficiency of our office operations.

Overall Job Purpose:
The Executive Assistant will assist in managing daily workflows and administrative tasks while maintaining a professional demeanor that fosters trust and confidentiality. You will be a proactive participant in a dynamic environment, showcasing your ability to prioritize and manage multiple tasks with ease.

Key Responsibilities:

• Executive Support: Act as a trusted partner and first point of contact for internal and external stakeholders.
• Manage the Managing Director's calendar and coordinate meetings.
• Prepare necessary documents for meetings, including reports and presentations.
• Organize travel logistics and schedule.
• Provide secretarial support and coordinate communication with key stakeholders.

Qualifications:

• Bachelor’s degree.
• 5+ years of experience as an Executive Assistant or similar role; experience in shipping or logistics preferred.
• Fluency in English, both written and spoken.
• Advanced skills in PowerPoint and Excel.

Soft Skills:

• Excellent organizational and time management skills.
• Proficient communication skills.
• Strong interpersonal skills for building relationships.
• Problem-solving abilities and attention to detail.
• Confidentiality and trustworthiness are crucial.
• Ability to adapt to changing priorities effectively.

About the Role
The Executive Assistant to the CEO plays a vital role in ensuring the smooth operation of the CEO’s daily activities, managing schedules, communication, and strategic priorities. This position supports the CEO in both administrative and coordination tasks, acting as a reliable point of contact internally and externally. The ideal candidate is detail-oriented, discreet, and capable of handling a fast-paced executive environment with professionalism and efficiency.

Key Responsibilities

• Manage the CEO’s calendar, appointments, and meetings.
• Prepare agendas, take meeting minutes, and track follow-up tasks to completion.
• Draft and proofread emails, presentations, and other executive communications.
• Coordinate with internal departments and external partners on behalf of the CEO.
• Organize and manage confidential documents and sensitive information.
• Track deadlines, set reminders, and help manage the CEO’s daily priorities.
• Assist in preparing reports, briefing materials, and business documentation.

Requirements

• Minimum of 2 years’ experience in a similar executive support or high-level administrative role.
• Excellent command of English, both written and spoken.
• Strong organizational and time management abilities, with a proactive approach.
• High level of professionalism, discretion, and integrity when handling confidential matters.
• Proficient in office tools and digital platforms (*, Microsoft Office, Google Workspace, Zoom, etc.).
• Skilled in multitasking, prioritizing, and working independently under pressure.
• Bachelor's degree in English Language or Business Administration.

Join Dallah Albaraka as an Executive Assistant!
In this pivotal role, you will provide essential administrative and organizational support to the office manager, ensuring the seamless flow of daily business operations.

Key Responsibilities:

• Manage the Office Manager's calendar, including scheduling appointments and meetings.
• Receive, sort, and prioritize incoming mail, ensuring timely delivery of important correspondence.
• Handle inquiries directed to the Office Manager and Chief of Staff, responding directly where appropriate.
• Draft and edit memos and official correspondence related to office operations.
• Prepare for meetings by organizing agendas, sending invitations, and arranging necessary logistics.
• Attend meetings, take accurate minutes, and follow up on action items.
• Produce reports on administrative workflows and maintain organized record-keeping.

Qualifications:

• Bachelor's degree in management, business administration, or related field.
• 3 years of experience in secretarial work or administrative coordination.
• Proficiency in Microsoft Office and strong time management skills.
• Ability to write and format official correspondence accurately.

Embrace this opportunity to support executive functions at Dallah Albaraka, a leading conglomerate with a global impact.